Policy Development and Administration Procedures

1. Policy Identification
   • Policy author identifies new policies, revisions to existing policies, or policies that need to be converted into the policy repository.
   • Policy author engages with specific stakeholders of policy. If policy and procedures affect other departments or divisions, discuss revisions with them.
   • Recommendations for new or revised policies must be submitted using the following forms found on the University Policies web page and/or the "S" drive in the University Policy folder:
     • Approval Routing form
     • Policy Template
     • Procedure Template (if applicable)
   • The Policy author meets with supervisor, if applicable, to obtain signatures on approval routing form.
   • Policy author and/or supervisor meet with vice president to discuss policy and obtain signatures on approval routing form.
   • Policy author forwards signed approval routing form, policy template, and if applicable, procedure template to the Policy Administration Office.
2. Policy Review/Vetting
   • Author attends a Policy Advisory Committee (PAC) meeting to discuss policy. PAC reviews the policy submission for operational efficacy.
   • If deemed necessary, policies are referred to governance groups and/or approving/enforcement bodies for review and recommendation.
   • Policy Administration submits to President's Cabinet policies and procedures for review in consistency in format, ESU's mission, or conflicts between the proposed policy and other
   • ESU policies. President's Cabinet does not need to review current policies that do not have substantial changes prior to Legal Counsel's review.
   • Policy Administration submits policies to Legal Counsel for review.
   • Legal Counsel's comments are returned to author for review by the Policy Administration Office.
   • Author reviews comments and finalizes policy revisions with supervisor and vice president.
3. Policy Posting
   • Author forwards approved revisions to Policy Administration Office to be entered into the content management system.
   • Policy Administration posts new or revised policy announcement on the University web page for ten (10) business days for public review via Postmaster (email).
   • Policy Administration announces repealed policies via Post Master (email) and on the University web page.
   • Policy Administration will summarize the comments and present to President's Cabinet for discussion and refinement of the proposed policy as warranted.
   • Policy Administration will post comments received on the Public Comments web page for ten (10) business days after public posting.
4. Policy Adoption
   • Policy is submitted to council of trustees for informational purposes based on the President's recommendation.
   • The President approves all policies, which can be viewed on the University Policies website.
   • Administrative Updates to adopted policies triggered by external or internal events require approval from PAC. Contact Policy Administration if you have questions regarding administrative updates to adopted policies.
   • Approved, amended and repealed policies are reviewed with the Council of Trustees for informational purposes.
   • Adopted policies should be reviewed every 5 years or on an "as needed" basis. Procedures should be reviewed every 2 years or on an "as needed" basis.

Administrative Changes to Adopted Policies

If a "minor change" occurs to an adopted Policy due to an external or internal triggering event such as an update in federal regulations or addressing a new risk, the Policy Administration Approval Routing Form must be completed and reviewed by the Policy Advisory Committee.

Forms

Policy Administration Approval Routing Form, Policy Template, Procedure Template

Other Related Information

Policy Approval Process Flow Chart

Contacts

Policy Development Specialist
Office of the President
(570) 422-3545